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Job Summary The Division of Geological and Planetary Sciences is seeking a Grants Manager Assistant who will support the Planetary Sciences Department Grants and Operations Manager. The successful candidate will assist with administrative, financial, and research administration duties for faculty, postdoctoral scholars, students, and staff.
Job Duties - Proposal preparation, ensuring proper formatting and content according to sponsor guidelines. Prepare budget and non-scientific documents, proofread, enter and upload required information and documents, assist with approval routing and document distribution - Financial and administrative monitoring of sponsored research awards including preparation of monthly funds management and personnel reports, projections, review of allowability of costs and account balances to prevent over or under spending - Coordinate timely submission of technical reports; monitoring and clearance of commitments (purchase orders) and payment of invoices; monitoring of fabrication and cost sharing accounts; maintaining research award summaries; tracking pending proposals; assist with award closeouts - Support faculty with administrative and clerical duties such as editing and proofreading correspondence and reports; and organizing meetings, seminars, and conferences. Prepare or copy class material, may update faculty and class websites. Maintain faculty calendars, and schedule meetings/appointments - Purchase supplies and equipment via PCard and TechMart: process subawards and consulting agreements; monitor receipt of goods and services deliveries, process reimbursements and payment requests, and reconcile monthly PCard reports - Coordinate travel arrangements, process expense reports, advances, payment requests and reimbursements. Assist with logistics associated with domestic and/or international travel; ensure compliance with sponsor and Institute travel policies and export regulations. Deposit reimbursement checks and ensure proper crediting to accounts - Assist with department seminars by arranging lodging and transportation for speakers, processing travel reports, arranging meeting schedules, ordering meals; tracking expenditures - Process time sensitive department web internal charges - Assist with building maintenance including submission of facilities work order requisitions. - Interaction involves routine and/or complex communication with department and division staff; and various members of the campus community - Apply advanced knowledge of Institute policies, Division practices, and sponsor terms and conditions to all assignments - Process and maintain confidential information, prioritize tasks and projects, track deadlines and deliverables - Take responsibility and ownership for work performance, with emphasis on teamwork - Ability to solve routine problems, ask questions, know when to refer complex issues to manager - Other duties as assigned
Basic Qualifications - Associate's degree in business or accounting or equivalent with at least three years of administrative experience, and intermediate business math and accounting skills - Excellent verbal and written communication skills and good command of English grammar - Excellent organizational skills, detailed oriented, able to manage a variety of tasks and assignments - Proficient in Microsoft Word, Excel, PowerPoint, and Outlook - Knowledgeable in accounting as it pertains to budgets, projections, and spreadsheets - Able to work independently with minimal supervision and be a team player - Able to exercise good judgement and maintain confidentiality - Excellent attendance
Preferred Qualifications - At least five years of administrative experience plus good math and accounting skills - Previous Caltech experience or experience working in an academic setting - Knowledge of Oracle software and Abode Acrobat
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.